1. The maximum capacity of the premises is 99 persons, this number includes any suppliers you may have on site at the same time (seated capacity in the Main Hall is 90).  It is not permissible to exceed those figures.
  2. Hire of the Pavilion incorporates use of the Main Hall only, including use of the Veranda. Please note, the Playing Fields are hired out separately. Should hire of the Fields and Hall overlap, please ensure that all members of your party only use the facilities as hired.
  3. The Play Area and Playground Equipment located in the Pavilion grounds are not included within any hire and are for general public use.
  4. Unless otherwise agreed in writing, access is allowed only to the facility that is booked and booked time must include adequate time for setting up and clearing up before and after the event.
  5. All hirers are responsible for adhering to the operating schedules.  Please refer to the Fire Risk & General Risk Assessment Documents.
  6. The Hirer must report all accidents involving injury to members of the public to the Pavilion Manager as soon as possible and complete the relevant section in the Accident Book (which is located in the kitchen next to the First Aid box). Any damage to Parish Council property or failure of equipment belonging to the Parish Council must be reported to the Pavilion Manager as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Clerk will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
  7. All equipment hired can only be used within the facility and must not be removed.  Equipment must be used responsibly. Hirers must leave the premises clean and tidy.
  8. The Parish Council reserves the right to cancel or terminate any bookings if the Hirer breaks any of the terms or conditions.  The Council also reserves the right to refuse any bookings at its discretion and to change or amend the Terms and Conditions at any time without prior notice.
  9. The Hirer shall indemnify the Owner from and against any action, claims, costs, demands and proceedings, howsoever arising out of, or in connection with, or incidental to the use of the Pavilion facility during the period of hiring, including any breach of any condition of hiring contained herein and including the injury of any person, or loss of, or damage to any property within the facility (except that arising from negligence as defined in Section 1(i) of the Unfair Contract Terms Act 1977). In addition, the Hirer shall obtain a policy of insurance against third party risks/public liability to the value of £2 million. A copy of the policy must accompany the hire agreement, except in circumstances approved by the Owner.
  10. Where a Hire session(s) is cancelled by the Owner, the Hirer will be entitled to either a refund to the value of the amount paid for that Hire session or an alternative date and session time for the activity. If the booked session is cancelled by the Hirer for any reason, notice must be received by the Owner prior to the date of the booked session before a refund can be considered. No refunds will be granted for cancellation of a Hire session without such notice being received.  Please also see our Refunds Policy.
  11. The Hirer shall pay the cost of any works of repair required to be undertaken by the Owner as a result of unnecessary and avoidable damage to the facility resulting from the Hiring. The Hirer must report the occurrence of any such damage to the Owner on the first working day following the Hire
  12. The Hirer shall not use the facility for any purpose other than the purpose stated in the use of the Hire Agreement and approved in advance by the Owner.
  13. The Hirer shall not sublet or assign the benefit of any permission granted by the Owner to use the Pavilion facility, without prior written approval of the Owner.
  14. The Hirer acknowledges the right of the Owner and its duly authorised personnel to enter upon the facility at any time during the period of hiring and determine the hiring forthwith in the event of the breach of any of the conditions herein contained.
  15. The Hirer shall not cause or permit any part of the hired facility to be used for, any unlawful or illegal activity. If it appears to the Owner likely that such activity will take place during the proposed hiring, the Owner shall have the power to cancel the Hire immediately and any payment of fees and charges will be forfeited.
  16. The Hirer must adhere to the times of hire as stated in the Hire Agreement and must ensure that the facilities are vacated on or before the end of the Hire session. Should the time be exceeded, the Owner reserves the right to levy a surcharge not exceeding the hire charge for the activity previously booked.
  17. No articles of an inflammable, explosive, dangerous, noxious or offensive nature may be bought into the facility without the written authorisation of the Owner. This includes BBQs on the premises.
  18. In the event of any accident or occurrence whatsoever necessitating temporary closure of all, or part, of the facility hired, the Hirer agrees that the Owner shall not be liable for any loss or claims arising from such closure.
  19. No broadcast or television performance, either live or recorded, shall be made from the hired facilities without prior consent, in writing, from the Owner.
  20. The Hirer shall be responsible for the control of all motor vehicles belonging to the Hirer or any other user of the facility under Hire by the Hirer, within the grounds of the facility. Vehicles must be parked only in designated parking areas. Under no circumstances will the Owner accept any responsibility for loss or damage to the contents of, or to any car or other vehicle which may be brought to or left within the precincts of the site
  21. The Hirer must comply at all times with the bylaws, regulations and statutory requirements relating to the facilities hired or the intended use of the facilities.
  22. Notwithstanding any contractual arrangement with the Hirer, the Owner reserves the right of absolute discretion to refuse, or direct the Hirer to refuse, admission of, or to evict any person from the facility without stating any reason therefore and shall not be liable for any compensation to the Hirer arising from such exclusion.
  23. The public must not be prevented from having free access to the grounds of the facility without the written consent of the Owner.
  24. PAT testing is carried out at pre-determined intervals and annotated on the PAT label, for the portable appliances owned and provided by Bow Brickhill Parish Council and supplied for use at the Pavilion. The caretaker will periodically inspect such appliances.  It is the responsibility of the Hirer, if they are to use these appliances, to use them responsibly. In the event an appliance is not working correctly or appears unsafe in any way, then it must be withdrawn from service immediately and bought to the attention of the Pavilion Manager.
  25. Any portable appliance bought onto the premises by the Hirer must be maintained at all times to ensure safety and must carry an ‘in date’ PAT test label.
  26. Any consents or approval by the Owner under these conditions shall be given in writing by the Owner.
  27. Please note that fireworks are not permitted for use anywhere on Pavilion Grounds.
  28. When the Hirer is a company, organisation or group hiring the facilities, please note that the Hirer is to be responsible for arranging suitable insurance cover for all risks arising from the hire and to provide evidence of the insurance to the owners on written request. The Hirer shall therefore in the event of any incident indemnify the Owner from and against any action, claims, costs, demands and proceedings, howsoever arising out of, or in connection with, or incidental to the use of the Pavilion facility during the period of hiring, including any breach of any condition of Hiring contained herein and including the injury of any person, or loss of, or damage to any property within the facility (except that arising from negligence as defined in Section 1(i) of the Unfair Contract Terms Act 1977). In addition, the Hirer shall obtain a policy of insurance against third party risks/public liability to the value of £2 million.
  29. The use of Bouncy Castles IS NOT covered under the Hirer’s Liability section of the Parish Council’s Insurance. The use of bouncy castles at the premises MUST be referred to the Parish Council for prior approval. If use is permitted, the Hirer MUST ensure that the supplier of the bouncy castle confirms that insurance for all liabilities associated with this use is covered under their insurance.
  30. The Owner reserves the right to modify any of these conditions, or to impose special conditions where the nature of an application, in the opinion of the owner, so demands.

Hirers are asked to please:

  • Wipe all tables used and replace where found
  • Return all chairs to the chair storage cupboard
  • Sweep floor, wipe up and mop wet or sticky areas
  • Bag all rubbish and put in bins provided in car park area.  Please do not put into council litter bin on the field as this is emptied infrequently and can lead to problems in hot weather.
  • Wash up any crockery used and replace under the counter.  All cleaning and tidying up must be carried out during the hire period.
  • Leave playing fields and surrounding areas clear and free of litter, especially glass.
  • Fire exits must be kept clear at all times. Doors to main entrance must be kept in unlocked position during hire period
  • Hirers must not cause annoyance or nuisance to local residents by the playing of loud music
  • The Hirer shall not transfer this booking to any other person or organisation
  • No alterations or additions shall be made to the premises without the written consent of the Parish Council and any such work shall be at the hirer’s cost and to the satisfaction of the Parish Council
  • The user must not leave belongings or equipment on the premises without prior consent of the Parish Council, and any items left in the building without their approval is left at the owner’s risk.  Any belongings left without prior approval will be treated as abandoned and will be disposed of by the Parish Council.  Users should use only allocated storage space
  • No advertising or publicity material shall be displayed inside or outside of the building without prior approval of the Parish Council
  • No sweepstake, raffle or other form of lottery shall be promoted, conducted or held in the facility hired, except such a lottery as is deemed to be lawful by virtue of any enactment relating to gaming, betting and lotteries and for which prior written approval has been given by the Owner, and the relevant statutory licence of permit has been obtained.
  • With the exception of guide dogs, no animals will be allowed on the premises without prior permission of the Parish Council

Please note – The Hirer is to supply black bags/clear sacks, washing up liquid, dish cloths, tea towels, etc, as required as these are not supplied within the hire.

Specific Precautions for all Hirers relating to Covid-19

Please note, for the duration of the Covid-19 pandemic, conditions 48, 49 and 52 specifically, override condition 1 above

Organisers of ALL classes and groups must ensure that:

  • Doors (except fire doors) should be fixed open where possible for ventilation if the class cannot be held out of doors;
  • Capacity will be reduced below that already reached for social distancing where activity is not static, equipment is involved, or an instructor needs to move between students;
  • 100% fresh air is required, air should not be recirculated from one space to another, and the capacity of 100 sq. ft (9.29 sq. m) net indoor facility space available per person will be used with a maximum occupancy for the Pavilion in its entirety (including toilets, lobby and kitchen area) of instructor + 10 (ten) students per session
  • All participants must bring their own equipment such as mats (as far as possible) and their own water bottles. Shared equipment must not be used unless it can be thoroughly sanitised between users;
  • Masks/face coverings are to be worn by all participants at all times when exercising without exception
  • Standard social distancing measures must be observed: Participants must stay in groups of no more than two households (indoors) and no more than two households or six individuals from different households (outdoors), with a minimum of 2 metres social distancing between these groups.
  • All instructors/group leaders must take all necessary precautions to avoid the risk of transmission from one class or venue to another. Instructors must supply to the Pavilion Manager an up to date list of all venues in which they run classes, together with a Covid-19 security protocol, a risk assessment and evidence of Public Liability Insurance with a minimum indemnity of £5 million.
  • Government guidelines on vulnerable groups as follows will be strictly observed:
  • “Certain groups of people are at increased risk of severe disease from coronavirus (COVID-19), including all people aged 70 or over. Such individuals are advised to stay at home as much as possible and, if they do go out, to take particular care to minimise contact with others outside of their household”
  • Hirers must assist the NHS Test and Trace service by keeping a temporary record of their customers, visitors and staff for 21 days, in a way that is manageable for their organisation, and assist NHS Test and Trace with requests for that data if needed. This could help contain clusters or outbreaks. A copy of the BBPC Data Protection Policy is attached to the Hire Agreement
  • Hirers will be held responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during each session paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products. Hirers are required to clean again on leaving
  • Hirers will be held responsible for the disposal of all rubbish created during the hire, including tissues and cleaning cloths, in the rubbish bins in the Pavilion car park
  • Hirers will be held responsible for ensuring those attending each session comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall, touching windows, doors and light switches and after using tissues;
  • All Hirers must comply with the actions identified in the BBPC Pavilion Fire Risk Assessment, of which they have been provided with a copy

Any breach of the above conditions will result in the immediate termination of the Hire Agreement and the forfeiture of any fees paid by the Hirer


Bow Brickhill Parish Council, its Members, Officers and staff, accepts no liability for any consequential infection or loss incurred arising from use of the Premises as a result of failure, jointly and severally, by the Hirer and group/class members and/or guests, to comply with the Terms and Conditions and Public Health (Coronavirus Covid-19) regulations set out herein.

Bow Brickhill Parish Council

3 September 2020